Destination Wedding Rsvp: Picking The Perfect Date

Planning a destination wedding comes with its own unique challenges, and one of the most important considerations is when to set the RSVP date. Unlike a traditional wedding, destination weddings require more preparation and advanced planning from guests, who need to arrange time off work, find pet sitters, and book travel and accommodations. To ensure your special day goes off without a hitch, it's crucial to give your guests enough time to make these arrangements and for you to finalise numbers with your vendors. So, when is the best time to set that all-important RSVP date?

Send invites early so guests can plan their travel

Planning a destination wedding comes with its own unique set of challenges, and sending out invitations early is a great way to ensure your guests have ample time to plan their travel. Here are some reasons why sending invites early is beneficial for your upcoming nuptials:

Allow Guests to Plan Their Travel

Giving your guests a heads-up about your destination wedding well in advance allows them to make the necessary travel arrangements. This includes booking flights and accommodations, which can become more expensive and harder to find the closer it gets to the wedding date. By sending invitations early, you give your guests the opportunity to find deals and ensure their attendance at your special day. It also allows them to plan any additional activities they might want to do while at the destination, making the most of their trip.

Help with Headcounts

For a destination wedding, it is crucial to have an accurate headcount for various reasons. Caterers, venues, and transportation companies often require a final guest count ahead of time to plan accordingly. With an early RSVP deadline, you can ensure you have a more accurate count, avoiding last-minute stresses and ensuring you are not financially responsible for a higher headcount than actual attendees.

Save Money on Postage

While it may seem counterintuitive, sending out invitations early can save you money on postage. November and December are the busiest times for postal services due to the holiday season. By sending out your invites before this busy period, you can avoid the risk of increased postage costs and potential delays, ensuring your invitations arrive on time and saving you money.

Create a Personal Website

Creating a personal wedding website is an excellent way to communicate all the wedding details to your guests. You can include information about the destination, wedding date, travel recommendations, and any other relevant information. This website can be set up as soon as you have confirmed your venue and date, and it can be updated regularly as more details are confirmed. This way, your guests can refer to the website for any information they need while planning their trip.

Send Save-the-Dates

In addition to the early invitations, sending out save-the-dates is a great way to give your guests a heads-up. Save-the-dates can be sent 9-12 months before the wedding, ensuring your guests are aware of the upcoming event and can begin their travel planning. This is especially important for destination weddings, as it gives your guests ample time to request vacation days from work and make the necessary arrangements.

In conclusion, sending out invitations early for a destination wedding is a thoughtful way to ensure your guests have the time they need to plan their travel. It also helps you stay organized and stress-free, allowing you to focus on the joy of your upcoming celebration.

Allow 4-6 weeks for RSVPs

When it comes to destination weddings, it's important to give your guests ample time to make travel plans and arrangements. This means sending out your invitations early and setting your RSVP date with plenty of time to spare.

For destination weddings, it's recommended that you send out your invitations at least 12 weeks in advance, or even four months according to some sources. This gives your guests enough time to book time off work, save money, and make any necessary travel and accommodation plans.

As for the RSVP date, it's a good idea to ask for RSVPs about 6 weeks before the wedding. This gives you time to arrange everything for your wedding weekend and ensures you have an accurate headcount for your vendors. It's important to give your guests enough time to RSVP—generally, they should have a window of about one month to respond. This means that if you're sending out invitations 4 months in advance, you should set your RSVP date for 2 months before the wedding.

However, it's important to note that the deadline for your RSVPs will depend on the requirements of your vendors and suppliers. For example, if you've secured a special group rate for your guests, you'll need to ask your travel agent when they need the final headcount. Similarly, if you're working with a caterer, they'll need the final guest count by a certain date to plan for meals and order the correct amount of food. Therefore, it's a good idea to set your RSVP date with these deadlines in mind, giving yourself a buffer to gather all the information and send it to your vendors.

To ensure you get your RSVPs back on time, it's recommended to include a pre-addressed, pre-stamped return envelope with your invitations. You can also offer guests the option to RSVP digitally via your wedding website, which may make it easier for them to respond promptly.

Give guests options for RSVPing

Planning a destination wedding comes with its own set of challenges, and getting an accurate headcount of attendees is one of them. Here are some tips to ensure your guests can easily respond to your wedding invitations and help you get those much-needed RSVPs:

Digital RSVPs via a Personal Website or App

Create a personal wedding website or use an app to make it convenient for your guests to RSVP. This method allows you to receive email alerts for each RSVP and easily log in to view the current headcount. You can also follow up with guests via phone or email for confirmation.

Mail-in RSVPs with Pre-Addressed and Pre-Stamped Envelopes

While digital options are convenient, some guests may prefer the traditional route of mailing their responses. Include pre-addressed and pre-stamped envelopes with your invitations to encourage timely responses. This option ensures guests have no excuses for not sending their RSVPs promptly.

Clear and Direct Wording

Ensure your invitations clearly communicate the need for a response, as some guests may not understand that a reply is required, even if they are declining. Chandra Keel, an Arizona-based wedding planner, suggests using wording such as "The favour of your reply is requested by [insert date]" instead of simply "RSVP."

Early RSVP Deadlines for Destination Weddings

For destination weddings, it is advisable to set an earlier RSVP deadline. Send out your invitations three to four months in advance and request RSVPs two months before the wedding. This gives guests ample time to make travel arrangements and allows you to plan pre- and post-wedding events accordingly.

Song Requests or Favourite Memories

To make the process more engaging, consider adding a fun call to action on the response card. For instance, "RSVP with a song that will keep you on the dance floor" or "Share your favourite memory of the bride and groom." This approach not only invites participation but also adds a personal touch to the responses.

Save-the-Dates and Early Notice

Send out Save-the-Dates as early as possible to give your guests ample notice, especially if they need to book flights and accommodations. The sooner your guests receive this information, the more likely they are to attend. It's a good idea to include essential booking and travel information on the Save-the-Dates to help them plan their trip.

By offering multiple RSVP options and providing clear instructions, you'll be well on your way to receiving timely responses from your guests and finalising the headcount for your destination wedding.

Send save-the-dates 9-12 months ahead

Planning a destination wedding is exciting, but it requires more planning than a local wedding. To ensure your guests have enough time to plan and save, it's best to send out your save-the-dates nine to twelve months in advance. This gives your guests ample time to compare flight options, book time off work, and plan any pre- or post-wedding trips. It's also beneficial for you, as it will help you to gauge numbers and plan accordingly.

• Include an information packet: Instead of a simple postcard, consider sending a packet with additional information. This could include a timeline of events, such as a welcome party, brunch, or group activities. It's also a good idea to include accommodation options, such as a room block at a hotel.
• Ask guests what they want to do: You can include a response card or a poll on your wedding website to ask guests about their activity preferences. This will help you plan accordingly and ensure your guests are happy.
• Put everything on your wedding website: Be sure to include all the necessary information on your wedding website. This is especially useful if you're pressed for space on your save-the-date card. You can include travel specifics, schedules, and any other important details.
• Send by email: If you're short on time, consider sending your save-the-dates by email. This is a quick and easy way to reach your guests and provide them with the necessary information.
• Order and design early: It's important to order and design your save-the-dates early to ensure they are sent out on time. This process can take longer than expected, so start planning as early as possible.
• Follow up with formal invitations: Don't forget to send out your formal wedding invitations after your save-the-dates. For destination weddings, it's recommended to send invitations at least 12 weeks in advance, or even earlier if possible.

Include travel and accommodation info with invites

When it comes to planning a destination wedding, there are a lot of details to consider. One of the most important aspects is ensuring that your guests have all the necessary information, especially if they are travelling. Here are some tips to help you include travel and accommodation info with your wedding invites:

Send Invites Early

It's a good idea to send out your wedding invitations at least 2-4 months before the wedding date. This will give your guests ample time to make travel plans, book time off work, and budget for any expenses. November and December are the busiest times for the post office, so if your wedding is at the beginning of the year, send your invites before the holiday period to avoid them getting lost in the mail or overlooked amidst the Christmas cards.

Set an RSVP Deadline

For a destination wedding, it's best to ask your guests to RSVP about 2 months before the wedding. This will give you a buffer to make sure everyone is accounted for and help you plan any pre- and post-wedding events. It's also a good idea to set a deadline for your guests to book their travel. This could be 2 months before the wedding, or whenever your travel agent or venue needs a final headcount.

Provide Accommodation Information

It's a nice touch to include information about nearby hotels or accommodation options for your guests, especially if many of them will be travelling for your wedding. If you've booked accommodation for your guests, include these details in the invite, specifying if certain accommodations are for close family only.

Transportation Details

If you're providing transportation for your guests, include the pickup and drop-off locations and times in the invite. You could also include information about local taxi companies or public transport options, especially if your venue is in a rural area.

Wedding Website

A wedding website is a great way to centralise all the information about your wedding. Include the URL or a QR code on your invites so your guests can easily access it. Your website can include details about travel and accommodation, as well as the schedule, gifts, transportation, dress code, and any other info your guests might need.

Make it Easy to RSVP

To ensure your guests RSVP on time, make it as easy as possible for them. Include a pre-addressed, pre-stamped return envelope with your invites, or give them the option to RSVP digitally via your wedding website.

Be Clear and Concise

While it's important to provide necessary details, avoid overwhelming your guests with too much information. Keep the tone light-hearted and avoid including any controversial or sensitive info that may offend your guests.

By including clear and concise travel and accommodation info with your invites, you'll help your guests feel prepared and ensure they have a positive experience attending your destination wedding.

Frequently asked questions